ARDISSCN Accounts Receivable A/R Distribution to G/L Report

Whenever Sales, Cash Receipts, or Finance Charge transactions are posted to theA/Rfiles, postings are also made to theA/R Distribution to G/Lfile. These are records of the postings to be made to the variousGeneral Ledgeraccounts.

If you are usingElliott’sGeneral Ledgerpackage, you can transfer theseAccounts Receivablepostings toGeneral Ledgeron demand for use in preparing your company's Financial Statements.

Sections of the Report

There are five sections to theA/R Distribution to G/L Report, the Income section, the Cash Receipts section, the Net Change toA/Rsection, the Cost of Goods Sold section and the Inventory Section. Whenever a transaction is posted in theAccounts Receivablepackage, another second transaction is also posted to keepGeneral Ledgerin balance. For example, every time a sales transaction is posted which increases an income account, a second transaction will also be posted which increases either a cash account (if the purchase was paid for in cash), or anA/Raccount (if the transaction went onto a customer's account for later collection). When a payment is received, typically these two transactions would be generated; one transaction recording the increase to the Cash Account, and one transaction recording the decrease inA/R. When an inventory item is sold (usingCustomer Order Processing), typically these two transactions would be generated; one transaction recording the increase to the Cost of Goods Sold Account, and one transaction recording the decrease in Inventory Asset Account. TheA/R Distribution to G/L Reportprints these five types of trans­actions in separate sections for easier reference. TheIncomesection of the report will contain postings, which came from these sources:

Sales Distributions

Freight Charges

Miscellaneous Charges

Sales Tax

Finance Charges

TheCash Receiptssection contains postings which came from these sources:

Cash

Discounts

Allowances

Non‑A/R Cash Accounts Credited

TheA/R Net Changesection of the report shows every change to the total amount of the company'sA/R.

Detail or Summary Formats

You can print theA/R Distribution to G/L Reportin either a detailed or a summary format. If you print the report in detailed format, all distributions which have occurred during the period you select will be printed, with detail concerning the source of the transaction, such a the customer number, document number and type of transaction which generated the posting.

If you select the summary format, on the other hand all postings toG/Lfor the same date for an account will be summarized and printed on one line of the report.

Purging the File

Once you have printed theA/R Distribution to G/L Reportand you are satisfied that it is accurate, you can then purge theA/R Distributionfile of the transactions, which appeared on the report. Purging the file periodically will prevent it from growing extremely large.

If you are usingElliott’sGeneral Ledgerpackage, however, and if you plan to transfer theseA/Rpostings toG/L,do notpurge theA/R Distributionfile. If you do, you will not be able to transfer the postings toG/L.

SelectA/R Distribution to G/L Reportfrom the pull downA/RReportswindow. The following screen will then be displayed:

A/R Distribution to G/L Report Entry Screen

The following options are available:

Print to screen, the general ledger distributions for a given date range in detail or summary

Purge the distribution file only after interfacing toG/L

To return to the menu bar, press theESCorF10key. To leave this application, pressXforEXITwhen positioned at the menu bar.

Entry Field Descriptions

Name

Type and Description

1. Print Report ?

YorN.

If you answerYthen the report will be generated, otherwise it will not. Default isY.

2. Purge File ?

YorN.

Do not purge if you wish to interface with theGeneral Ledgerpackage. Default isN.

3. Period Starting Date

A date in the standard date format.

Enter the beginning date of the period for which you want to print the report. Default to system date.

If you pressRETURNfor this entry, it will default toAll, and all distributions on file will be printed.

4. Period Ending Date

A date in the standard date format.

Enter the ending date of the period for which you want to print the report.

Default to system date.

If you pressRETURNfor this date, it will default to the starting date entry. In other words, only distributions dated with the starting date will appear on the report.

5. Starting Account

An account in the standard account number format.

Enter the starting account in the range you want to include in your report, or pressRETURN to default to All accounts.

6. Ending Account

An account in the standard account number format.

Enter the ending account in the range you want to include in your report, or pressRETURNto default to the same account as you previously entered in the starting account field.

IfRETURNwas entered in the starting account, this field will be skipped.

7. Starting Customer No

6 alphanumeric characters.

Enter the starting customer number, in the range that you want to plot.

If you pressRETURNfor the entry of the starting customer, the field will default toAllcustomers, and the ending customer will be skipped.

8. Ending Customer No

6 alphanumeric characters.

Enter the ending customer number, in the range that you want to plot.

9. Detail Or Summary ?

1 alphanumeric character.

EnterDif you want the report to show the full detail of every transaction, which generated a posting toG/L. If you answerS, every transaction which occurred on a single date for an account will be summarized and will print on one line.